Microsoft Word 2013 Step by Step

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Build exactly the skills you need.

Learn at the pace you want.

Microsoft

Word 2013

®

Joan Lambert and Joyce Cox

Practice files plus ebook

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PUBLISHED BY Microsoft Press

A Division of Microsoft Corporation One Microsoft Way

Redmond, Washington 98052-6399

Library of Congress Control Number: 2012956091 ISBN: 978-0-7356-6912-3

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Contents iii

PART 1 Basic Word documents

1 Explore Microsoft Word 2013

3

Identifying new features of Word 2013 . . . .6

If you are upgrading from Word 2010 . . . 6

If you are upgrading from Word 2007. . . 7

If you are upgrading from Word 2003. . . 8

Working in the Word 2013 user interface . . . .9

Identifying program window elements . . . 10

Sidebar: About buttons and arrows . . . 13

Working with the ribbon . . . 14

Sidebar: Adapting exercise steps. . . 18

Opening, navigating, and closing documents. . . .31

Viewing documents in different ways. . . .37

Getting help with Word 2013. . . .46

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2 Enter, edit, and proofread text

51

Starting, entering text in, and saving documents. . . .52

Sidebar: Saving files to SkyDrive. . . 54

Sidebar: Document compatibility with earlier versions of Word . . . 58

Modifying text . . . .58

Sidebar: Inserting one document into another. . . 59

Sidebar: About the Clipboard . . . 67

Finding and replacing text . . . .68

Fine-tuning text . . . .75

Sidebar: Installing Office tools. . . 84

Sidebar: Viewing document statistics . . . 84

Sidebar: Modifying spelling and grammar checking settings . . . 85

Correcting spelling and grammatical errors . . . .86

Key points . . . .91

3 Modify the structure and appearance of text

93

Applying styles to text. . . .94

Changing a document’s theme . . . .102

Manually changing the look of characters. . . 108

Sidebar: Character formatting and case considerations . . . 118

Manually changing the look of paragraphs. . . .118

Sidebar: Finding and replacing formatting . . . 130

Creating and modifying lists . . . 130

Sidebar: Formatting text as you type . . . 136

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Contents v

4 Organize information in columns and tables

139

Presenting information in columns . . . 140

Creating tabbed lists . . . .147

Presenting information in tables . . . .149

Sidebar: Performing calculations in tables. . . 155

Sidebar: Other table layout options . . . 160

Formatting tables. . . .161

Sidebar: Quick Tables. . . 162

5 Add simple graphic elements

169

Inserting and modifying pictures . . . .170

Sidebar: About online pictures and video clips. . . 177

Inserting screen clippings . . . .178

Drawing and modifying shapes. . . 180

Adding WordArt text. . . .185

Sidebar: Formatting the first letter of a paragraph as a drop cap. . . 190

Sidebar: Inserting symbols . . . 191

6 Preview, print, and distribute documents

193

Previewing and adjusting page layout . . . 194

Controlling what appears on each page . . . 200

Preparing documents for electronic distribution . . . 206

Sidebar: Digitally signing documents . . . 211

Printing and sending documents . . . 212

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PART 2 Document enhancements

7 Insert and modify diagrams

223

Creating diagrams . . . .224

Modifying diagrams. . . .231

Creating picture diagrams . . . .239

8 Insert and modify charts

245

Inserting charts. . . .246

Modifying charts . . . .250

Using existing data in charts . . . .259

9 Add visual elements

265

Changing a document’s background . . . 266

Adding watermarks . . . 272

Inserting preformatted document parts . . . .276

Sidebar: Drawing text boxes . . . 286

Building equations . . . 288

Sidebar: Setting mathematical AutoCorrect options . . . 294

Key points . . . 295

10 Organize and arrange content

297

Reorganizing document outlines. . . 298

Arranging objects on the page . . . 304

Using tables to control page layout . . . .315

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Contents vii

11 Create documents for use outside of Word

321

Saving Word documents in other formats. . . .322

Sidebar: Editing a PDF file in Word. . . 324

Designing accessible documents. . . .329

Creating and modifying web documents. . . .333

Creating and publishing blog posts . . . 342

Key points . . . 343

PART 3 Additional techniques

12 Link to information and content

347

Linking to external resources . . . 348

Embedding linked objects . . . .353

Inserting and linking to bookmarks . . . 360

Displaying document information in fields . . . .365

13 Reference content and content sources

373

Inserting and modifying footnotes and endnotes . . . .374

Creating and modifying tables of contents . . . .378

Sidebar: Tables of authorities. . . 385

Sidebar: Tables of figures . . . 386

Creating and modifying indexes . . . 388

Adding sources and compiling bibliographies . . . 394

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14 Work with mail merge

403 15 Collaborate on documents

429

Adding and reviewing comments . . . 430

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Introduction xi

Introduction

Part of the Microsoft Office 2013 suite of programs, Microsoft Word 2013 is a sophisticated word-processing program that helps you quickly and efficiently author, format, and publish

all the business and personal documents you are ever likely to need. Microsoft Word 2013 Step by Step offers a comprehensive look at the features of Word that most people will use

most frequently.

Who this book is for

Microsoft Word 2013 Step by Step and other books in the Step by Step series are designed

for beginning to intermediate-level computer users. Examples shown in the book generally pertain to small and medium-sized businesses but teach skills that can be used in organiza-tions of any size. Whether you are already comfortable working in Word and want to learn about new features in Word 2013 or are new to Word, this book provides invaluable hands-on experience so that you can create and modify professihands-onal documents with ease.

How this book is organized

This book is divided into three parts. Part 1 teaches readers how to create, print, and dis-tribute standard documents in Word 2013. Tutorials lead the reader through the process of creating document elements such as formatted text, columns, lists, tables, and simple graphics. Part 2 discusses ways of enhancing standard document content with diagrams,

charts, and other visual elements; organizing and arranging content; and saving Word files

in various formats. Part 3 delves into advanced techniques and tools that include creating reference elements, creating mail merge documents, collaborating on document creation,

and customizing program functionality to fit the way you work. This three-part structure

allows readers who are new to the program to acquire basic skills and then build on them, while readers who are comfortable with Word 2013 basics can focus on material that is of the most interest to them.

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This book has been designed to lead you step by step through all the tasks you’re most likely to want to perform with Word 2013. If you start at the beginning and work your way

through all the exercises, you will gain enough proficiency to be able to create and work

with most types of Word documents. However, each topic is self-contained, so you can jump in anywhere to acquire exactly the skills you need.

Download the practice files

Before you can complete the exercises in this book, you need to download the book’s

prac-tice files to your computer. These pracprac-tice files can be downloaded from the following page:

http://aka.ms/Word2013sbs/files

IMPORTANT The Word 2013 program is not available from this website. You should purchase and install that program before using this book.

If you would like to be able to refer to the completed versions of practice files at a later time, you can save the practice files that you modify while working through the exercises in

this book. If you save your changes and later want to repeat the exercise, you can download

the original practice files again.

The following table lists the practice files for this book.

Chapter File

Chapter 1: Explore Microsoft Word 2013 Prices.docx Procedures.docx Rules.docx Chapter 2: Enter, edit, and proofread text Brochure.docx

Letter.docx Orientation.docx Regulations.docx Chapter 3: Modify the structure and appearance of text Association.docx

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Introduction xiii

Chapter 4: Organize information in columns and tables ConsultationA.docx ConsultationB.docx RepairCosts.docx RoomPlanner.docx Chapter 5: Add simple graphic elements AgendaDraft.docx

Announcement.docx Authors.docx Joan.jpg Joyce.jpg OTSI-Logo.png Chapter 6: Preview, print, and distribute documents InfoSheetA.docx

InfoSheetB.docx InfoSheetC.docx OfficeInfo.docx Chapter 7: Insert and modify diagrams Garden.jpg

Neighborhood.docx Chapter 8: Insert and modify charts CottageA.docx

CottageB.docx CottageC.docx Temperature.xlsx Chapter 9: Add visual elements AuthorsDraft.docx

Flyer.docx MarbleFloor.jpg OTSI-Logo.png Welcome.docx Chapter 10: Organize and arrange content BambooInfo.docx

DeliveryTruckPurchase.docx Loan.xlsx

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Chapter 11: Create documents for use outside of Word ParkingRules.docx WebPlanner.docx Chapter 12: Link to information and content Conductors.docx

Conductors.pptx ProceduresFields.docx RulesBookmarks.docx Symphony.docx VisitorGuide.docx

Chapter 13: Reference content and content sources BambooBibliography.docx BambooInfoA.docx BambooInfoB.docx ProceduresContents.docx RulesIndex.docx

Chapter 14: Work with mail merge AnniversaryLetter.docx CustomerList.xlsx ThankYouEmail.docx Chapter 15: Collaborate on documents CompetitiveAnalysisA.docx

CompetitiveAnalysisB.docx Chapter 16: Work in Word more efficiently Agenda.docx

AuthorsBlank.docx Bamboo.docx RoomFlyer.docx

Your companion ebook

With the ebook edition of this book, you can do the following:

▪

Search the full text

▪

Print

▪

Copy and paste

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Introduction xv

Get support and give feedback

The following sections provide information about getting help with this book and contacting us to provide feedback or report errors.

Errata

We’ve made every effort to ensure the accuracy of this book and its companion con-tent. Any errors that have been reported since this book was published are listed on

our Microsoft Press site at oreilly.com, which you can find at:

http://aka.ms/Word2013sbs/errata

If you find an error that is not already listed, you can report it to us through the same page.

If you need additional support, email Microsoft Press Book Support at mspinput @microsoft.com.

Please note that product support for Microsoft software is not offered through the addresses above.

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At Microsoft Press, your satisfaction is our top priority, and your feedback our most valuable asset. Please tell us what you think of this book at:

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The survey is short, and we read every one of your comments and ideas. Thanks in advance for your input!

Stay in touch

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Basic Word

documents

1 Explore Microsoft Word 2013

3

2 Enter, edit, and proofread text

51

3 Modify the structure and appearance

of text

93

4 Organize information in columns

and tables

139

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Chapter at a glance

Identify

Identify new features of Word 2013, page 6

Work

Work in the Word 2013 user interface, page 9

View

View documents in different ways, page 37

Navigate

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1

3

Explore Microsoft

Word 2013

IN THIS CHAPTER, YOU WILL LEARN HOW TO

▪

Identify new features of Word 2013.

▪

Work in the Word 2013 user interface.

▪

Open, navigate, and close documents.

▪

View documents in different ways.

▪

Get help with Word 2013.

When you use a computer program to create, edit, and format text documents, you are

performing a task known as word processing. Part of the Microsoft Office 2013 suite of pro -grams, Microsoft Word 2013 is one of the most sophisticated word-processing programs

available. By using Word, it is easy to efficiently create a wide range of business and per -sonal documents, from the simplest letter to the most complex report. Word includes many desktop publishing features that you can use to enhance the appearance of documents so that they are visually appealing and easy to read.

You can use Word to:

▪

Create professional-looking documents that incorporate impressive graphics.

▪

Give documents a consistent look by applying styles and themes that control the font, size, color, and effects of text and the page background.

▪

Store and reuse pre-formatted elements such as cover pages and sidebars.

▪

Create personalized mailings to multiple recipients without repetitive typing.

▪

Make information in long documents accessible by compiling tables of contents,

indexes, and bibliographies.

▪

Coauthor documents with team members.

▪

Safeguard documents by controlling who can make changes and the types of changes

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For many people, Word is the first Office program they will use. All the Office 2013 pro -grams share a common working environment, called the user interface, so you can apply

basic techniques that you learn in Word, such as those for creating and working with files, to other Office programs.

In this chapter, you’ll learn about some of the different Word programs that are currently available so you can identify the one you are using. Then you’ll get an overview of the new features in recent versions of Word to help you identify changes if you’re upgrading from a previous version. You’ll explore the program’s user interface, and open, navigate, view, and close documents in various ways. Finally, you’ll explore how to get help with the program.

PRACTICE FILES To complete the exercises in this chapter, you need the practice files

contained in the Chapter01 practice file folder. For more information, see “Download the practice files” in this book’s Introduction.

Office 2013 encompasses a wide variety of programs, including Microsoft Access 2013,

Excel 2013, InfoPath 2013, Lync 2013, OneNote 2013, Outlook 2013, PowerPoint 2013,

Publisher 2013, and Word 2013. Office is available in various editions that include different combinations of Office programs; you can also purchase most of the programs individually. The programs in the Office suite are designed to work together to provide highly efficient methods of getting things done. You can install one or more Office programs on your com -puter. Some programs have multiple versions designed for different platforms. Although the core purpose of a program remains the same regardless of the platform on which it runs, the available functionality and the way you interact with the program might be differ-ent. We provide a brief description of the different Word 2013 programs here so that you can identify any differences between what appears on your screen and what’s described in this book.

▪

Word 2013 standard desktop installation The program we work with and depict in

images throughout this book is a desktop installation of Word 2013, meaning that we installed the program directly on our computers. The standard desktop installation

has all the available Word functionality. It is available as part of the Office 2013 suite of programs, as a freestanding program, or as part of an Office 365 subscription that

allows users to install the desktop programs from the Internet.

TIP Office 365 is a cloud-based solution that provides a variety of products and

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1

▪

Word 2013 RT Tablet-style computers that run Windows RT (a version of Windows 8

that runs only on devices that use a type of processor called an ARM processor) come

preloaded with Office Home & Student 2013 RT, which includes Word, Excel, Power -Point, and OneNote.

The Office 2013 RT programs have the functionality of the full programs and also in -clude a Touch Mode feature to help you work with the program and enter content by

tapping the screen with your finger or with a tool such as a stylus. When Touch Mode is turned on, the user interface is slightly modified to simplify on-screen interactions,

and an on-screen keyboard is readily available for text input. (You can simplify your interactions even further by attaching a keyboard and mouse to your Windows RT

computer and interacting with Office in the usual manner.)

▪

Word Web App Word Web App may be available in your web browser when you

are working with a document that is stored on a Microsoft SharePoint site or on a Microsoft SkyDrive. You can review and edit a document by using the Web App, which runs directly in your browser instead of on your computer. Web Apps are installed in the online environment in which you’re working and are not part of the desktop ver-sion that you install directly on your computer. Word Web App is available as part of

Office 365 and SharePoint Online subscriptions, and is free on SkyDrive stor age sites.

SEE ALSO For information about saving documents to SkyDrive and SharePoint sites,

see “Starting, entering text in, and saving documents” in Chapter 2, “Enter, edit, and proofread text.”

Word Web App displays the contents of a document very much like the desktop ap-plication does. Although the Web App offers only a subset of the commands avail-able in the full desktop application, it does provide the tools you need to edit, print, and share documents. Commands that are not available in Word Web App are those

that control functionality, such as the commands for navigating by section or page;

finding and replacing content; inserting fancy graphic elements; changing document

design elements; controlling page breaks, line numbering, and hyphenation; arrang-ing graphic elements on the page; workarrang-ing with reference elements; creatarrang-ing mail merge documents; using the research and language tools; working with comments and tracked changes; and working with multiple documents or document windows. Both Word Web App and the desktop installation of the program might be available to you in the online environment. When viewing a document in the Web App, you can click the Edit Document menu and then choose the version you want to use by clicking Edit In Word

or Edit In Word Web App. If you’re editing a document in the Web App and find that you

need more functionality than is available, and you have the full version of Word installed on your computer, you can click Open In Word to open the document in the full version.

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Identifying new features of Word 2013

Word 2013 builds on previous versions to provide a powerful set of tools to meet all your word-processing needs. If you’re upgrading to Word 2013 from a previous version, you’re probably most interested in the differences between the old and new versions and how

they will affect you, and want to find out about them in the quickest possible way. The fol -lowing sections list new features you will want to be aware of, depending on the version of

Word you are upgrading from. Start with the first section and work down to your previous

version to get the complete picture.

If you are upgrading from Word 2010

If you have been using Word 2010, you might be wondering how Microsoft could have improved on what seemed like a pretty comprehensive set of features and tools. The new features introduced between Word 2010 and Word 2013 include the following:

▪

Start screen When you start Word without opening a specific document, the Start

scree provides quick access to recent documents and and to document templates.

▪

Cloud access When you connect your Office or Word installation to a Microsoft ac

-count, you have the option of saving documents to your SkyDrive. After you save a document in a SkyDrive folder or other shared location, you and your colleagues can simultaneously work on one version of the document.

▪

Previous location bookmark When you close a document, Word marks the location

where you were working. The next time you open the document (even on a different computer, if the document is saved in a shared location) a Resume Reading alert ap-pears, to make it easy to return to that location.

▪

Smart guides When you place or move a graphic element on a page, on-screen

guides appear to help you align the graphic with other page elements such as mar-gins and paragraphs.

▪

Read Mode This view, which replaces the Full Screen Reading view, provides a

sim-pler interface for reviewing documents.

▪

Reply Comment With this new feature you can place comments next to the text

you’re discussing so it’s easy to track the conversation.

▪

Present Online Share your document with others even if they don’t have Word. As

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Identifying new features of Word 2013 7

1

▪

Live Layout Text reflows instantly when you drag a photo, video, or shape to its new

position. When you release the mouse button, your object and surrounding text stay where you want them.

▪

PDF Reflow When you open a PDF in Word, its paragraphs, lists, tables, and other content act just like Word content.

If you are upgrading from Word 2007

In addition to the features listed in the previous section, if you’re upgrading from Word 2007, you’ll want to take note of the following features that were introduced in Word 2010:

▪

Backstage view All the tools you need to work with your files, as opposed to their

content, really are accessible from one location. You display the Backstage view by

clicking the File tab, which replaces the Microsoft Office Button.

▪

Customizable ribbon The logical next step in the evolution of the command center

that was introduced with Word 2007: create your own tabs and groups to suit the way you work.

▪

Navigation pane The replacement for the Document Map not only provides a

means of navigating to any heading but also to any page or to any search term you enter.

▪

Unsaved file recovery Word preserves temporary versions of your unsaved files so

that you can recover them if you need them.

▪

Paste preview No more trial and error when moving items to new locations.

Pre-view what an item will look like in each of the available formats, and then pick the one you want.

▪

Coauthoring A team of authors can work simultaneously on a document stored in a

SharePoint site document library or SkyDrive folder.

▪

Language support These days, more business is conducted internationally across

language lines than ever before. Not only can you easily tailor the language of your working environment, but you can also use translation tools to collaborate with team members in other countries.

▪

Graphics editing After inserting a picture, you can edit it in multiple ways. In

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▪

Text effects WordArt has had a makeover. Not only can WordArt be used to create

distinctive headlines, but its effects can be used on any text.

▪

Screen shots and screen clippings You no longer need to go outside of Word when

you want to insert a screen image into a document. This capability is built into Word.

▪

Improved SmartArt Graphics tool You can include pictures in addition to text in

your SmartArt diagrams.

If you are upgrading from Word 2003

In addition to the features listed in the previous sections, if you’re upgrading from Word 2003, you’ll want to take note of the new features that were introduced in Word 2007. The

Word 2007 upgrade provided a more efficient working environment and included a long

list of new and improved features, including the following:

▪

The ribbon No more hunting through menus, submenus, and dialog boxes. This

interface organizes all the commands most people use most often, making them quickly accessible from tabs at the top of the program window.

▪

Live Preview Review the effect of a style, theme, or other formatting option before

you apply it.

▪

Building blocks Think AutoText on steroids! Predefined building blocks include sets

of matching cover pages, quote boxes, sidebars, and headers and footers.

▪

Style sets and document themes Quickly change the look of a document by

apply-ing a different style set or theme, previewapply-ing its effect before makapply-ing a selection.

▪

SmartArt Graphics tool Use this awesome diagramming tool to create

sophisti-cated diagrams with three-dimensional shapes, transparency, drop shadows, and other effects.

▪

Improved charting Enter data in a linked Excel worksheet and watch as the data is

instantly plotted in the chart type of your choosing.

▪

Document cleanup Have Word check for and remove comments, hidden text, and

personal information stored as properties before you declare a document final.

▪

New file format The Microsoft Office Open XML Formats reduce file size and help

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Working in the Word 2013 user interface 9

1 Working in the Word 2013 user interface

The goal of the Microsoft Office working environment is to make working with Office docu -ments, including Microsoft Word docu-ments, Excel workbooks, PowerPoint presentations, Outlook email messages, and Access database tables, as intuitive as possible.

As with all Office 2013 programs, the most common way to start Word is from the Start

screen (Windows 8) or the Start menu (Windows 7) that is displayed when you click at the

left end of the Windows Taskbar. When you start Word without opening a specific docu -ment, a program starting screen appears, from which you can create a new document or open an existing one. Either way, when you’re working with a document, it is displayed in a program window that contains all the tools you need to add and format content.

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Identifying program window elements

The program window contains the following elements:

▪

Title bar At the top of the program window, this bar displays the name of the active

document and provides tools for managing the program and the program window.

The title bar of a program window for an existing document.

At the left end of the title bar is the program icon, which you click to display com-mands to restore, move, size, minimize, maximize, and close the program window. To the right of the program icon is the Quick Access Toolbar, which by default dis-plays the Save, Undo, and Redo buttons. You can customize the Quick Access Toolbar to display any commands you want.

TIP You might find that you work more efficiently if you organize the commands

you use frequently on the Quick Access Toolbar and then display it below the ribbon,

directly above the workspace. For information, see “Customizing the Quick Access Toolbar” in Chapter 16, “Work in Word more efficiently.”

At the right end of the title bar are five buttons: the Microsoft Word Help button that

opens the Word Help window; the Ribbon Display Options button that allows you to entirely hide the ribbon, display only the ribbon tabs, or display the ribbon tabs and commands; and the familiar Minimize, Maximize/Restore Down, and Close buttons.

▪

Ribbon Below the title bar. all the commands for working with a Word document

are gathered together in this central location so that you can work efficiently with the

program.

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1

TIP Don’t be alarmed if your ribbon looks different from those shown in our screens.

You might have installed programs that add their own tabs to the ribbon, or your

screen settings might be different. For more information, see “Working with the rib

-bon” later in this chapter.

Across the top of the ribbon is a set of tabs. Clicking a tab displays an associated set of commands.

Commands related to managing Word and Word documents (rather than document content) are gathered together in the Backstage view, which you display by clicking the colored File tab located at the left end of the ribbon. Commands available in the Backstage view are organized on pages, which you display by clicking the page tabs in the colored left pane. You redisplay the document and the ribbon by clicking the Back arrow located above the page tabs.

The Backstage view, where you can manage files and customize the program.

SEE ALSO For information about the functionality available in the Backstage view, see

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Commands related to working with document content are represented as buttons on the remaining tabs of the ribbon. The Home tab, which is active by default, contains the commands most Word users will use most often. When a graphic element such as a picture, table, or chart is selected in a document, one or more tool tabs might

ap-pear at the right end of the ribbon to make commands related to that specific object

easily accessible. Tool tabs are available only when the relevant object is selected.

TIP Some older commands no longer appear as buttons on the ribbon but are still

available in the program. You can make these commands available by adding them to

the Quick Access Toolbar. For more information, see “Customizing the Quick Access Toolbar” in Chapter 16, “Work in Word more efficiently.”

On each tab, buttons representing commands are organized into named groups. You can point to any button to display a ScreenTip with the command name, a descrip-tion of its funcdescrip-tion, and its keyboard shortcut (if it has one).

SEE ALSO For information about controlling the display and content of

Screen-Tips, see “Changing default program options” in Chapter 16, “Work in Word more efficiently.”

When a gallery contains more thumbnails than can be shown in the available ribbon space, you can display more content by clicking the scroll arrow or More button lo-cated on the right edge of the gallery.

Related but less common commands are not represented as buttons in a group. Instead, they’re available in a dialog box or pane, which you display by clicking the dialog box launcher located in the lower-right corner of the group.

To the right of the groups on the ribbon is the Collapse The Ribbon button, which is shaped like a chevron. Clicking this button hides the groups of buttons but leaves the tab titles visible. When the groups are hidden, the Collapse The Ribbon button changes to the Pin The Ribbon button, which is shaped like a pushpin. You can click any tab title to temporarily display the groups, then click a ribbon command or click away from the ribbon to hide the groups again, or click the Pin The Ribbon button to permanently redisplay the groups.

KEYBOARD SHORTCUT Press Ctrl+F1 to unpin or pin the ribbon. For more

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1 About buttons and arrows

Some buttons include an arrow, which may be integrated with or separate from the button. To determine whether a button and its arrow are integrated, point to the button to activate it. If both the button and its arrow are shaded, clicking the button

displays options for refining the action of the button. If only the button or arrow is

shaded when you point to it, clicking the button carries out its current default action. Clicking the arrow and then clicking the action you want carries out the action and assigns it to the button.

The Draw A Shape button has an integrated arrow;

the Insert An App button has a separate arrow.

▪

Status bar Across the bottom of the program window, this bar displays information

about the current document and provides access to certain program functions.

The status bar.

By default, Word displays the Page Number, Word Count, Spelling And Grammar Check, and Macro Recording indicators at the left end of the status bar. Each of these indicators on the left displays at a glance the status of that feature; clicking any of these indicators displays the related pane or dialog box.

TIP Clicking the Macro Recording button allows you to review the macros embedded

in a document. The subject of macros is beyond the scope of this book. For informa-tion, refer to Word Help.

At the right end of the status bar, Word displays by default the View Shortcuts, Zoom Slider, and Zoom Level controls. The View Shortcuts toolbar includes buttons for the three primary document content views. The Zoom Slider and Zoom Level controls

enable you to adjust the magnification of the active document.

SEE ALSO For information about the various ways you can view document content,

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The goal of all these user interface features is to make working on a document as intuitive as possible. Commands for tasks you perform often are readily available, and even those

you might use infrequently are easy to find.

When a formatting option has several choices available, they are often displayed in a gallery of images, called thumbnails, that provide a visual representation of each choice. When you point to a thumbnail in a gallery, the Live Preview feature shows you what the active con-tent will look like if you click the thumbnail to apply the associated formatting.

Live Preview shows the effect on the active content of applying the format you are pointing to.

You can display the content of the active document in five views: Draft view, Outline view,

Print Layout view, Read Mode view, and Web Layout view. All views are available from the View tab; Read Mode, Print Layout, and Web Layout views are available from the View Shortcuts toolbar on the status bar. You carry out most of the development work on a document in Print Layout view, which is the default.

Working with the ribbon

As with all Office 2013 programs, the goal of the ribbon is to make working with document

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1

For example, when sufficient horizontal space is available, the buttons on the Review tab

are spread out, and you can review the commands available in each group.

The Review tab at 1024 pixels wide.

If you decrease the horizontal space available to the ribbon, small button labels disappear and entire groups of buttons might hide under one button that represents the entire group. Clicking the group button displays a list of the commands available in that group.

When the ribbon becomes too narrow to display all the groups, a scroll arrow appears at its right end. Clicking the scroll arrow displays the hidden groups.

The width of the ribbon depends on these three factors:

▪

Program window width Maximizing the program window provides the most space

for the ribbon. To maximize the window, click the Maximize button, drag the borders

of a non-maximized window, or drag the window to the top of the screen.

▪

Screen resolution Screen resolution is the size of your screen display expressed as

pixels wide × pixels high. The greater the screen resolution, the greater the amount of

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on the display adapter installed in your computer, and on your monitor. Common screen resolutions range from 800 × 600 to 2560 × 1600. The greater the number of

pixels wide (the first number), the greater the number of buttons that can be shown

on the ribbon.

To change your screen resolution, first display the Screen Resolution control panel

item by using one of the following methods:

▪

Right-click the Windows desktop, and then click Screen Resolution.

▪

Enter screen resolution in Windows 8 Search, and then click Adjust screen resolution in the Settings results.

▪

Open the Display control panel item, and then click Adjust resolution.

An easy way to do so is by right-clicking the Windows desktop, and then clicking Screen Resolution. On the Screen Resolution page, click the Resolution arrow, click or drag to select the screen resolution you want, and then click Apply or OK.

▪

The magnification of your screen display If you change the screen magnification

setting in Windows, text and user interface elements are larger and therefore more

legible, but fewer elements fit on the screen.

You can change the screen magnification from the Display control panel item.

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1

You can open the Display window directly from Control Panel or by using one of the following methods:

▪

Right-click the Windows desktop, click Personalize, and then in the lower-left

corner of the Personalization window, click Display.

▪

Enter display in Windows 8 Search, and then click Display in the Settings results.

To change the screen magnification to a magnification that is available in the Display window, click that option. To select another magnification, click the Custom Sizing Options link and then, in the Custom Sizing Options dialog box, click the magnifica

-tion you want in the list or drag the ruler to change the magnifica-tion even more (the

cursor changes to a pointer to indicate that you’re dragging).

You can set the magnification as high as 500 percent by dragging the ruler in the Custom Sizing Options dialog box.

After you click OK in the Custom Sizing Options dialog box, the custom magnification

is shown in the Display window along with any warnings about possible problems

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Adapting exercise steps

The screen shots shown in this book were captured at a screen resolution of 1024 ×

768, at 100 percent magnification. If your settings are different, the ribbon on your

screen might not look the same as the one shown in this book. As a result, exercise instructions that involve the ribbon might require a little adaptation. Our instructions use this format:

▪

On the Insert tab, in the Illustrations group, click the Chart button.

If the command is in a list, our instructions use this format:

▪

On the Home tab, in the Editing group, click the Find arrow and then, in the Find list, click Go To.

If differences between your display settings and ours cause a button to appear differ-ently on your screen than it does in this book, you can easily adapt the steps to locate

the command. First click the specified tab, and then locate the specified group. If a

group has been collapsed into a group list or under a group button, click the list or button to display the group’s commands. If you can’t immediately identify the button you want, point to likely candidates to display their names in ScreenTips.

In this book, we provide instructions based on traditional keyboard and mouse input methods. If you’re using Word on a touch-enabled device, you might be giving

com-mands by tapping with your finger or with a stylus. If so, substitute a tapping action

any time we instruct you to click a user interface element. Also note that when we tell you to enter information in Word, you can do so by typing on a keyboard, tapping an on-screen keyboard, or even speaking aloud, depending on your computer setup and your personal preferences.

In this exercise, you’ll start Word, create a sample document, and explore the functionality available from the ribbon and the Backstage view.

SET UP

You don’t need any practice files to complete this exercise. Log on to your

computer, but don’t start Word. Then follow the steps.

1

Start Word by following the steps appropriate to your operating system.

▪

If your computer is running Windows 7, on the Start menu, click All Programs,

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1

▪

If your computer is running Windows 8, click the program tile on the Windows Start screen or press the Windows key, enter word to display the Search pane,

and then in the Apps search results list, click Word 2013.

Word starts and displays a list of recent documents in the left pane and document templates in the right pane.

From the Word Start screen you can open an existing document or create a new one.

TROUBLESHOOTING Because the templates featured on the Start screen are

dynami-cally updated to reflect seasonal offerings, the thumbnails on your Start screen might

be different from ours.

2

Scroll through the list to review the currently featured templates. Then press the Esc

key to create a new, blank document.

3

If the Word program window is not maximized, click the Maximize button near

the right end of the title bar to maximize it now. Notice that the Home tab displays

buttons related to working with document content, and that the buttons are

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4

Point to each button on the Home tab to display information about the button in a

ScreenTip. Notice that some ScreenTips provide more information than the standard button name, keyboard shortcut, and description.

TROUBLESHOOTING If your ribbon shows the tab names but no buttons, or doesn’t

show the tabs at all, click the Ribbon Display Options button, and then click Show Tabs And Commands. Throughout this book, the exercise instructions assume that the ribbon is displayed unless we explicitly tell you to hide it.

The ScreenTip for the Format Painter button displays the button’s name, its keyboard shortcut, and its function.

TIP A button representing a command that cannot be performed on the selected

document element is inactive (gray), but pointing to it still displays its ScreenTip.

5

On the scroll bar to the right of the thumbnails in the Styles group, click the down

arrow to display the next row of paragraph style thumbnails.

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1

The expanded Styles gallery, showing the styles you can quickly apply to this document.

7

Press the Esc key to close the gallery without applying a style.

8

In the lower-right corner of the Styles group, click the Styles dialog box launcher to

open the Styles pane. Notice that the pane displays a simple list of styles. If you’re

familiar with the styles in your document, you might find it more efficient to work

with an unformatted list like this. If not, you can select the Show Preview button at

the bottom of the pane to display visual previews of the styles in the same way that they appear in the Styles gallery.

9

Drag the Styles pane by its header to the right side of the program window, releasing

the mouse button when the pane attaches to the edge of the window (this is called

docking).

SEE ALSO For information about creating structure and ensuring consistency by using

styles, see “Applying styles to text” in Chapter 3, “Modify the structure and appear

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The Styles pane, showing the available styles and the style of the currently selected content.

10

Click the Close button (the X) in the upper-right corner of the Styles pane to close

the pane. Then click the Insert tab to display buttons related to all the items you can

insert into a document. Familiarize yourself with the types of content you can insert into a document by reviewing the buttons in the 10 groups on this tab.

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1

11

Click the Design tab to display buttons related to the visual formatting of your

document. Familiarize yourself with these formatting options by reviewing the buttons in the two groups on this tab.

From the Design tab, you can format thematic elements and apply visual effects to the document pages.

12

In the Document Formatting group, click the Themes button to expand the gallery

of available themes.

The theme controls the color scheme, fonts, and special effects applied to the text of a

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13

In the Page Background group, click the Page Color button. In the Page Color

gallery, point to each swatch in the top row of the Theme Colors palette. Notice

that the page background changes to each color that you point to.

Formatting the page background doesn’t affect the background of other colored page elements.

14

Press Esc to close the gallery. Then click the Page Layout tab to display buttons

related to the physical layout of document elements. Familiarize yourself with these options by reviewing the buttons in the three groups on this tab.

From the Page Layout tab, you can format the physical layout of the document contents.

15

In the lower-right corner of the Page Setup group, click the dialog box launcher to

open the Page Setup dialog box. Notice the three tabs at the top of this dialog box: Margins, Paper, and Layout. Clicking a tab displays a page of related options.

SEE ALSO For information about using the Page Setup dialog box, see “Previewing

and adjusting page layout” in Chapter 6, “Preview, print, and distribute documents.”

16

Click Cancel to close the dialog box. Then click the References tab to display buttons

related to reference information you can add to documents. Familiarize yourself with these options by reviewing the buttons in the six groups on this tab.

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1

TIP You will usually add references to longer documents, such as reports.

17

Click the Mailings tab to display buttons related to creating mass mailings. Familiarize

yourself with these options by reviewing the buttons in the five groups on this tab.

From the Mailings tab, you can create mail merge letters, email messages, envelopes, labels,

and other documents.

18

Click the Review tab to display buttons related to proofreading documents, working

in other languages, adding comments, tracking and resolving document changes, and protecting documents. Familiarize yourself with these options by reviewing the buttons in the seven groups on this tab.

From the Review tab, you can proof and translate document contents, enter and review comments, track and review changes, compare multiple versions of a document, and protect a document from unauthorized changes.

19

Click the View tab to display buttons related to changing the view and other aspects

of the display. Familiarize yourself with these options by reviewing the buttons in the

five groups on this tab.

From the View tab, you can control the display of the document and of various Word elements, display and arrange multiple document windows, and work with macros.

Let’s take a look at the Backstage view, where commands related to managing docu-ments (such as creating, saving, and printing) are available.

20

Click the File tab to display the Info page of the Backstage view of Word 2013. The

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The right pane displays the associated properties, as well as dates of modification,

creation, and printing, and who created and edited the document.

The Info page of the Backstage view provides commands for viewing and managing the behind-the-scenes information about a document.

TIP When you’re coauthoring a shared document with other people, information

about the people working in the document and ways of contacting them also

ap-pears on the Info page. For information about coauthoring, see “Coauthoring docu

-ments” in Chapter 15, “Collaborate on documents.”

SEE ALSO For information about working with properties, see “Preparing documents

for electronic distribution” in Chapter 6, “Preview, print, and distribute documents.”

21

In the left pane, click the New page tab. Notice that the templates that were available

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1

The New page of the Backstage view provides access to document templates saved locally (on your computer) and online.

TROUBLESHOOTING The thumbnails on your New page might be different from ours. SEE ALSO For information about creating documents, see, “Starting, entering text in,

and saving documents” in Chapter 2, “Enter, edit, and proofread text.”

22

Click the Open page tab. This page displays locations from which you can open

existing documents as well as a list of the documents you recently worked on. The content of the Places list varies based on your available resources. For example, if

your organization has a SharePoint site, that location may be available in the list— if it isn’t, you can click Other Web Locations to locate the site.

TIP By default, the Recent Documents list displays a maximum of 20 documents. You

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The Open page of the Backstage view provides links to locations from which you can open existing documents.

SEE ALSO For information about the Word Options dialog box, see “Changing default

program options” in Chapter 16, “Work in Word more efficiently.” For information about recovering unsaved documents, see the sidebar “Managing document ver

-sions” in Chapter 15, “Collaborate on documents.”

23

In the Open dialog box, click Cancel. Click the File tab to return to the Backstage

view, and then click the Save As page tab. (Because we haven’t yet saved this file, the Save and Save As pages are identical.) Notice that the saving locations in the Places

list on this page are the same as those on the Open page, with the exception of Recent Documents.

24

In the Places list, click Computer. In the right pane, Word provides a list of the

folders on your computer in which you have recently saved documents. Selecting a folder in the Recent Folders list is an easy shortcut for locating a folder that you use

frequently, and it’s much simpler than having to browse through your computer’s

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1

TIP When Computer is selected, clicking Browse in the right pane displays the Open

dialog box. The first time you use this command, the Open dialog box displays the

contents of your Documents library. If you display the dialog box again in the same Word session, it displays the contents of whatever folder you last used. To open a document from a different folder, use standard Windows techniques to navigate to the folder and then double-click the name of the document you want to work with.

The Save As page of the Backstage view provides links to identify existing and new locations in which to save documents.

25

Display the Print, Share, and Export pages to get an overview of the functionality

on these pages, which we discuss in depth in later chapters of this book. Then click the Account page tab to display information about your installation of Word 2013.

Explore the options on this page.

SEE ALSO For information about printing, sharing, and exporting documents, see

Chapter 6, “Preview, print, and distribute documents” and Chapter 11, “Create docu

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Note that you can choose a decorative Office background (we don’t show one in this

book to avoid cluttering up the images, but you might want to use one) and connect to a variety of services.

The Account page of the Backstage view provides information about your installation or subscription as well as links to connect Word to a variety of internal and external services.

26

Click the Options page tab to open the Word Options dialog box, in which you can

customize the way Word works to make it most efficient for your purposes. Briefly

explore the pages of this dialog box to note the available options, which we cover in depth in later chapters.

SEE ALSO For information about the Word Options dialog box, see “Changing default

program options” in Chapter 16, “Work in Word more efficiently.”

27

At the bottom of the Word Options dialog box, click Cancel to return to the current

document with the Home tab active on the ribbon.

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Opening, navigating, and closing documents 31

1 Opening, navigating, and closing

documents

If Word isn’t already running, you can start the program and simultaneously open an

exist-ing Word document from File Explorer by double-clickexist-ing the document’s file name.

TIP In Windows 8, File Explorer has replaced Windows Explorer. Throughout this book, we

refer to this browsing utility by its Windows 8 name. If your computer is running Windows 7, use Windows Explorer instead.

If Word is already running, from the Start page, select an existing document in the Recent pane, create a new document from a template, or click Open Other Documents to display the Backstage view. rom the New page of the Backstage view, create a blank document or a document based on a template, or click the Open page tab, select a location from the

Places pane, and navigate to and select a file to open.

TIP Clicking a file name and then clicking the Open arrow displays a list of alternative ways

in which you can open the document. To look through the document without making any changes, you can open it as read-only, or you can open an independent copy of the docu-ment. If you’re concerned that a document might contain malicious content, you can open it in Protected view. Your computer can then display but not interact with the document. After an unexpected computer shutdown or other problem, you can tell Word to open the document and attempt to repair any damage.

If you open a document that is too long to fit entirely on the screen, you can bring

off-screen content into view without changing the location of the cursor by using the vertical scroll bar that appears when you move the pointer.

▪

Click the scroll arrows to move up or down by one line.

▪

Click above or below the scroll box to move up or down one windowful.

▪

Drag the scroll box on the scroll bar to display the part of the document correspond-ing to the location of the scroll box. For example, draggcorrespond-ing the scroll box to the middle of the scroll bar displays the middle of the document.

▪

Right-click the scroll bar and then click Scroll Here, Top, Bottom, Page Up, Page Down, Scroll Up, or Scroll Down.

If the document is too wide to fit on the screen, Word displays a horizontal scroll bar that

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You can also move around in a document by moving the cursor. To place the cursor in a

specific location, you simply click there. You can also press keyboard shortcuts to move the

cursor. For example, pressing the Home key moves the cursor to the left end of a line, and pressing Ctrl+Home moves it to the beginning of the document.

TIP The location of the cursor is displayed on the status bar. By default, the status bar tells

you which page the cursor is on, but you can also display the cursor’s location by section, line number, and column, and in inches from the top of the page. Simply right-click the sta-tus bar, and then click the option you want to display.

The following table lists ways to use your keyboard to move the cursor.

Cursor movement Key or keyboard shortcut

Left one character Left Arrow

To the beginning of the current line Home

To the end of the current line End

To the beginning of the document Ctrl+Home

To the end of the document Ctrl+End

To the top of the window Alt+Ctrl+Page Up

To the bottom of the window Alt+Ctrl+Page Down

Up one screen Page Up

Down one screen Page Down

To the beginning of the previous page Ctrl+Page Up To the beginning of the next page Ctrl+Page Down

To a previous revision Shift+F5

Immediately after opening, to where you

were working when you last closed Shift+F5

SEE ALSO For information about revisions, see “Tracking and managing document changes”

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1

In a long document, you might want to move quickly among elements of a certain type; for example, from graphic to graphic. From the Go To page of the Find And Replace dialog box, you can select from a variety of browsing elements, including page, section, line, bookmark,

comment, footnote, endnote, field, table, graphic, equation, object, and heading. You can

also display the Navigation pane and move from heading to heading, from page to page, or to the next search result.

SEE ALSO For information about using the Navigation pane to search for specific content in

a document, see “Finding and replacing text” in Chapter 2, “Enter, edit, and proofread text.”

If more than one document is open, you can close the active document without exiting Word by clicking the Close button at the right end of the title bar. If only one document is open, clicking the Close button closes the document and also exits Word. To close the only open document but leave Word running, click Close in the Backstage view.

In this exercise, you’ll open an existing document and explore various ways of moving around in it. Then you’ll close the document.

SET UP

You need the Rules document located in the Chapter01 practice file folder to

complete this exercise. With the unsaved document from the previous exercise open in Word, follow the steps.

1

From the Open page of the Backstage view, browse to the location where you saved

the practice files for this book. Open the Chapter01 folder and then double-click the Rules document to open it in a new instance of Word.

TROUBLESHOOTING Don’t worry if an information bar below the ribbon tells you

that the document has been opened in Protected view. By default, Word opens any document that originates from the Internet or a potentially unsafe location, including

email attachments, in Protected view. If you trust the file and want to work with it,

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The status bar displays information about the document length.

2

In the second line of the document title, click at the right end of the paragraph to position the cursor.

3

Press the Home key to move the cursor to the beginning of the line.

4

Press the Right Arrow key six times to move the cursor to the beginning of the

word and.

5

Press Ctrl+Right Arrow to move the cursor to the beginning of the word Regulations.

6

Press the End key to move the cursor to the end of the line.

7

Press Ctrl+End to move the cursor to the end of the document.

8

Press Ctrl+Home to move the cursor to the beginning of the document.

9

Right-click the center of the vertical scroll bar, and then click Scroll Here to move to

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1

TROUBLESHOOTING If the vertical scroll bar is not visible, move the pointer and it will

appear.

10

Click above the scroll box on the scroll bar to change the view of the document by one windowful.

11

Drag the scroll box to the top of the scroll bar to display the beginning of the document. Note that the location of the cursor has not changed—only the part of the document that is visible.

12

On the Home tab, in the Editing group, click the Find arrow (not the button), and

then click Go To to display the Go To page of the Find and Replace dialog box.

KEYBOARD SHORTCUT Press Ctrl+G to display the Go To page of the Find And

Replace dialog box.

From the Go To page, you can move between specific types of content.

13

With Page selected in the Go to what list, enter 3 in the Enter page number dialog

box, and then click Go To to move to the top of page 3. Then enter +3 in the Enter page number box, and click Go To to move to the top of page 6.

14

Scroll through the Go to what list to view the other types of document elements you

can move among, and then click Comment. Notice that the input box title changes

to Enter reviewer’s name, and a list appears from which you can select a reviewer to

move among that person’s comments.

15

Close the Find and Replace dialog box, and then on the View tab, in the Show

group, select the Navigation Pane check box to open the Navigation pane on the

left side of the program window. Notice that Headings is selected at the top of the

pane. The Headings page of the Navigation pane displays an outline of the headings

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From the Navigation pane, you can move among headings, pages, or search results.

TIP The headings shown in the Navigation pane are based on headings formatted in

the document by using styles. For information about creating structure and ensuring

consistency by using styles, see “Applying styles to text” in Chapter 3, “Modify the structure and appearance of text.”

16

In the Navigation pane, click the Landscaping heading to move the cursor directly to

the selected heading.

17

At the top of the Navigation pane, click Pages. On the Pages page, scroll through the

thumbnails to review the amount of visible detail, and then click the thumbnail for page 5 to move the cursor directly to the top of the selected page.

18

At the right end of the Navigation pane title bar, click the Close button (the X) to

close the pane.

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Viewing documents in different ways 37

1

20

If Document1 is not active, display that document. Click the File tab and then, in the

Backstage view, click Close. If Word asks whether to save changes to this document,

click Don’t Save. Notice that when Document1 closes, Word continues to run.

TROUBLESHOOTING In step 20, if you click the Close button at the right end of the

title bar instead of clicking Close in the Backstage view, you’ll close the open Word document and exit the Word program. To continue working, start Word again.

+

_{CLEAN UP}

_{Leave Word running for the next exercise.}

Viewing documents in different ways

In Word, you can display a document in a variety of views, each suited to a specific purpose.

You switch the view by clicking the buttons in the Views group on the View tab, or those on the View Shortcuts toolbar in the lower-right corner of the program window.

▪

Print Layout view This view displays a document on the screen the way it will look

when printed. You can review elements such as margins, page breaks, headers and footers, and watermarks.

▪

Read Mode view This view displays as much document content as will fit on the

screen at a size that is comfortable for reading. In this view, the ribbon is replaced by one toolbar at the top of the screen with buttons for searching and navigating in the document. You can view comments, but you can’t edit the document in this view.

▪

Web Layout view This view displays the document the way it will look when viewed

in a web browser. You can review backgrounds and other effects. You can also review

how text wraps to fit the window and how graphics are positioned.

▪

Outline view This view displays the structure of a document as nested levels of

headings and body text, and provides tools for viewing and changing the hierarchy.

SEE ALSO For information about displaying and modifying a document in Outline

view, see “Reorganizing document outlines” in Chapter 10, “Organize and arrange content.” For information about web documents, see “Creating and modifying web documents” in Chapter 11, “Create documents for use outside of Word.”

▪

Draft view This view displays the content of a document with a simplified layout